The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their future. Founded in 1933 at the request of Albert Einstein, the IRC works with people forced to flee from war, conflict and disaster and the host communities which support them, as well as those who remain within their homes and communities. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.
A combined two decades of economic mismanagement, a drop in oil prices, deterioration of democratic institutions has resulted in a humanitarian crisis inside Venezuela. Insecurity has manifested following protests in April 2017 against the president and his government, particularly for failing to address the growing inflation rate which lead to large-scale food insecurity. The demonstrations were initially peaceful but grew in severity of violence as time passed. Venezuela’s economic devastation worsened in the last half of 2017. This caused a massive migration of Venezuelans into neighboring Colombia in search of affordable food, medicine and work. The number of Venezuelans living in Colombia has increased to more than 550,000 people.
Cúcuta is the capital of Northern Santander department (Norte de Santander), it is a major access point for Venezuelans’ coming into Colombia. It is also located in one of the regions of the country most affected by a number of pre-existing stressors including: armed groups; drug cultivation, processing, and trafficking; trafficking of goods/people across the border; high unemployment and natural disasters. This complicated dynamic in Cúcuta goes back decades and has nearly exhausted the capacity of the Colombian government to respond to the needs of its citizens in the region.
In response, the IRC’s Emergency Unit has launched emergency programming in Colombia, focusing on an integrated response involving child protection, women’s protection and empowerment activities, primary and reproductive healthcare, and cash transfer programming. The IRC is in the process of delivering these and future activities directly in Colombia, and in partnership with local civil society organizations in Venezuela.
The Senior Grants Coordinator will be based in Cucuta, Colombia, with occasional travel to Bogota for donor meetings and regional travel as necessary. The Senior Grants Coordinator is the Colombia country program focal point for proposal development, donor reporting, grants information management and grants management, capacity-building efforts. The Senior Grants Coordinator supports programmatic and budgetary monitoring, compliance with donors and internal IRC rules and regulations. The Grants Coordinator will also closely vet partnerships and manage sub-awards with regional partners through the IRC’s Sub-Award Partnership Management System. The Senior Grants Coordinator will report to the Deputy Director of Programs (DDP) in Colombia.
MAJOR RESPONSIBILITIES: The Grants Coordinator shall:
- Support the Deputy Director Programs and Country Director in identifying new funding opportunities, and maintaining good relations with current donors; Actively contribute to donor mapping exercises and regularly update the Fundraising Plan
- Lead the development of proposals for submission to donors in coordination with program leads and the finance and operations teams. Including:
- Analyzing requests for proposals
- Organizing and managing the use of timelines, templates and guidelines for proposals
- Liaising with New York Headquarters or IRC UK for USG and European donor compliance and proposal review (respectively)
- Organizing proposal development meetings
- Liaising with programs and finance staff regarding proposal writing and budgeting
- Writing or compiling and managing review of proposals
- Consolidating budget inputs and linking to the donor format for onward review by the Finance Controller and Regional Finance Controller (as applicable)
- Packaging proposals for submission
- Lead day-to-day aspects of donor reporting processes to ensure the timely submission of accurate programmatic reports, and coordinate with the finance department to ensure timely submission of budget modification requests and financial reports. This includes tracking and disseminating reporting schedules and templates, as well as, reviewing and submitting reports to donor.
- Organize timely Grant Opening and Closing Meetings as well as regular Grant Review Meetings and ensure attendance of key staff stakeholders for their input; Perform the management and ongoing revision of salary/operations mapping tools and spending plans.
- Assist the Deputy Director Programs in ensuring proper M&E of on-going projects, including the development of indicator tracking sheets and donor and internal reporting
- Lead management of the online Budget vs. Actual system in line with country office procedures and in collaboration with the Finance Controller. This includes managing monthly BvA tracking, meetings and action points
- Input new funding opportunities into the IRC’s grant management database, OTIS, and quickly facilitate the workflow approvals needed for assigning financial charge codes to new awards
- Ensure quality information management through regular maintenance of grant files, reporting calendars, timely submission and updating of internal IRC documentation and other Grant Unit tools
- Monitor and facilitate compliance of programs with donor and IRC requirements and raise issues affecting external/internal compliance.
- Through the tools outlined in the IRC’s Sub-Award Partnership Management System, identify and properly vet potential partnerships, determine appropriate contractual modality of partnerships, execute contractual partnerships with SPMS-recommended level of financial and programmatic reporting and monitoring;
- Regularly monitor partnerships for milestone completion, delays in implementation and compliance issues; Answer partner questions on donor regulations; IRC protocols and other inquiries as they arise
- Build grant management capacity of field staff by facilitating trainings and providing one-on-one follow up support in report writing, proposal development and other related topics.
- Ensure audit requirements are known to the team and work closely with Supply Chain staff to ensure necessary audit services are contracted in a timely manner; Lead on the coordination and preparation of documents and files for internal and external audits in close cooperating with finance and procurement staff
- Enhance the country office profile by maintaining country wide and sectoral fact sheets, creating and updating the Colombia page on IRC website, providing relevant information for dissemination to donors, regional office, HQ and others, as necessary and requested.
- (Venezuela Partnerships) Map potential cross border partnerships with the Venezuela Liaison and oversee the development and management of sub-awards per the IRC’s Sub-Award Partnership Management System.
- (Other Duties as Needed) Undertake other key grants management, program development, monitoring and evaluation, communications and external relations activities as requested.
KEY WORKING RELATIONSHIPS:
Position Reports to: Deputy Director of Programs
Position directly supervises: N/A
Indirect Reporting: N/A
Other Internal and/or external contacts:
Internal: HQ and UK grants/compliance teams, Program Officers, Head of Mission, Venezuela Liaison; Finance and HR Staff
External: In-country donor counterparts; Focal points at partner organizations
- Bachelor’s degree in international development/affairs, public administration, or related subject; Master’s degree preferred
- At least three years’ experience working with international non-governmental organizations in the area of program development, grants management, and/or project management; Experience with Colombian or regional not-for-profit humanitarian aid organizations also accepted
- Professional fluency in English required (included advanced English writing capacity); Advanced level of Spanish language (written and spoken) also preferred
- Demonstrable understanding of project planning and management cycles, and strong program design skills
- Prior proposal writing, grants management experience, and compliance regulation familiarity with USG(USAID/OFDA), European (DFID, Irish Aid, SIDA, ECHO), and UN (UNHCR) donors
- Familiarity with international standards for key program areas (Sphere standards, health, protection, cash programming, and gender-based violence)
- Demonstrable high-level performance management and team-working skills; well-developed negotiation skills and ability to communicate effectively in internal and external settings
- Demonstrable ability to work, communicate and build effective relations remotely
- Familiarity with budgeting using MS Excel
- Able to work well both within a team and independently, in a challenging and fast-moving multicultural environment.
- Ability to prioritize high volumes of work to meet tight deadlines
- Ability to maintain strict confidentiality of sensitive documentation and partnership information
- Highly organized, close attention to detail, and ability to effectively prioritize tasks in a fluid environment
- Familiarity with international IRC systems and processes preferred but not required
- Experience in working in Colombia and the surrounding region highly desirable; Colombian applicants strongly encouraged to apply
Minimum Education Required